Administrative Project Specialist

About Us:

At Empower, we are proud to serve as a one-stop-shop business partner for healthcare organizations to support their administrative and employer needs. We strive to be more than a workplace, but also a community, where every voice is heard, and every team member is valued. Our team is driven by a shared mission to create a positive impact on healthcare organizations and the lives they touch. Join our team today to be part of our mission!

Job Summary:

The Administrative Projects Specialist is responsible for coordinating a variety of administrative and operational projects that support organizational goals. This role combines project management, office management, executive administrative support, and operational coordination to ensure smooth execution of key initiatives and day-to-day office functioning. The Administrative Projects Specialist will manage office operations, provide direct support to executive leadership, and help create and maintain organizational processes, policies, and foundational structures.

Essential Functions

Project Coordination

Plan, manage, and execute assigned projects, including tracking progress, timelines, and deliverables.

Assist with process improvement initiatives, helping develop and maintain organizational policies, procedures, and documentation.

Office Management & Executive Support

Manage day-to-day office operations, including ordering supplies, coordinating vendors and building services, and maintaining a professional, well-organized office environment.

Provide direct executive assistant support to leadership, including calendar management, scheduling meetings, and coordinating travel arrangements.

Prepare, format, and proofread correspondence, reports, presentations, and other executive-level communications.

Plan and coordinate logistics for meetings and events, including scheduling, room and equipment setup, catering, and materials preparation.

Serve as a point of contact for internal staff and external visitors, screening and routing calls, emails, and inquiries as appropriate.

Maintain organized filing systems, records, and databases, both physical and electronic, ensuring accurate and up-to-date documentation.

Additional Responsibilities

Performs other duties as assigned or requested.

Participates actively in continuing education and in-services.

Maintains confidentiality of patient information and business trade practices.

Knowledge / Skills / Abilities

Ability to respond to common inquiries or complaints, regulatory agencies, or members of the business community.

Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines.

Cooperative attitude.

Advanced written and verbal interpersonal communication.

Excellent problem solving and critical thinking abilities.

Proficiency with calendar management, scheduling, and office productivity tools (e.g., Microsoft Office/Outlook, Teams, or equivalent platforms).

High degree of discretion and professionalism when handling sensitive executive, personnel, and business matters.

Ability to work independently and collaboratively with all levels of staff and leadership.

Information Management

Treats all information and data within the scope of the position with appropriate confidentiality and security.

Minimum Position Qualifications

Education:

Bachelor's degree or equivalent preferred.

Experience: Department: Minimum 3-5 years of high-level administrative or executive assistant experience.

License / Certification:

Driver's license and proof of current auto liability insurance; no listing in the OIG Excluded Provider listing.

Environmental Conditions

Works under a variety of conditions in facilities and offices; ability to work flexible schedule, ability to travel locally; some exposure to unpleasant weather. Moderate noise level; tasks may involve exposure to bloodborne pathogens; moderate stress and emotional demands.

Physical Requirements

Sitting is required. Requires ability to always handle stressful situations in a calm and courteous manner. Requires working under some stressful conditions to meet deadlines and agency needs. Ability to travel.

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required.